Enabling the CellarPass + VinSuite Integration

The integration between CellarPass and VinSuite provides many features that helps provide a robust guest management solution. To learn more about this, we recommend scheduling a demonstration with one of our customer service representatives.

The integration between CellarPass and VinSuite provides many features that helps provide a robust guest management solution. To learn more about this, we recommend scheduling a demonstration with one of our customer service representatives. There may be additional fees associated with this service, so we recommend that you contact VinSuite for more information.

Step 1. Enabling the VinSuite Webservice Account

One of the first steps to enabling the VinSuite integration is to contact CellarPass. We recommend you submit a support ticket so that you can track the progress of your request.Once the service has been enabled, you can follow the remaining steps outlined here.

Step 2. Creating a Webservice Account in VinSuite

You will need to contact your VinSuite account manager to setup a webservice to connect to CellarPass as this cannot be done via their backoffice. They can then walk you through the steps in managing that additional account, any applicable fees and provide you the information you need for Step 3.

Step 3. Setting Up VinSUITE Webservice Credentials in CellarPass

1. Go to Settings
2. Select Member Configuration
3. Scroll down to the Third Party Settings section.
4. Click the VinSUITE section and expand it.
5. Enter the username and password that was provided to you by VinSUITE.
6. Click Save in the top right-hand corner, when done.

Step 4. Setting Up Account Types

1. In the CellarPass admin panel, click Business.
2. Then select Account Types in the submenu.
3. Click the checkbox to the left of any of the Club tiers you would like to create discounts or provide exclusive access to.
4. Click the Default radio button on any of the Account Types, this does not apply to VinSUITE.
5. Click Save in the top right-hand corner, when done.

Step 5. Configuring Reservation-based Events
Now that you've tested your connection, you'll want to update all your Events to map a SKU/Item Lookup Code.

1. Go to Experiences.
2. Select Events
3. Edit any Event by clicking the Name of the Event you wish to edit.
4. Scroll to the bottom of the Details tab and look for the SKU/Item Lookup Code field
5. Enter the SKU that you use for this event within VinSUITE and insert it into this field.
6. Click the Save button.

Step 6. Setting Up Automated Discounts & Exclusivity
Now that you have your clubs sync'd we can move onto creating automated discounts

1. Select Experiences from the left navigation menu.
2. Select Events
3. Edit any Event by clicking the Name of the Event you wish to edit.
4. Click the Discounts tab.
5. In the available drop down menus, select the appropriate discounts as you require.
6. If you want the program to not discount, but only provide exclusive access to the Club or Tier, click the "Required to Book" checkbox and select "Access Only" from the dropdown menu.
7. Complete the rest of the tiers as required to meet your requirements.
8. Click Save.

Step 7. Syncing Pre-Paid or Complimentary Reservations to VinSUITE
Reservations are not automatically synchronized to VinSUITE. This is done with a scheduled sync process. This should be discussed with your accounting team to understand the pros and cons of syncing too early or too late. NOTE that once a reservation has been synchronized to VinSUITE, you cannot make any edits, including refunds. You will need to contact CellarPass should you want to setup an automated schedule. Please submit a ticket with your preference.

Order Sync Schedule
This schedule can only be configured by a CellarPass support representative. Contact CellarPass technical support for more information.

Your options are:

• Sync Today (happens around 4AM for "today's" pre-paid or complimentary bookings
• Sync Tomorrow (happens around 4AM for "tomorrow's" pre-paid or complimentary bookings
• Sync Yesterday (happens around 4AM for "yesterday's pre-paid or complimentary bookings (RECOMMENDED)

Order Date vs Customer Pickup Date
We have the ability to set the Order Date and the Customer Pickup date for the order details. 

Your options are:

• Order Date = Date Booked (when the reservation was placed)
• Order Date = Event Date (when the reservation takes place)
• Order Date = Order Paid Date (when the reservation was paid)

Step 8. Troubleshooting

If you don't see a list of any of your Contact Type Lists, then the connection is not working. Either the API Username or API Password is not correct. Go back to VinSUITE and review the CellarPass Webservice account you created. Confirm you have the correct Username and Password, then go back to CellarPass Member Configuration (Settings) and update this info until it works.

Additional Note: CellarPass does NOT sync Ticket orders at this time.